Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

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Speaker Travel and Speaker Fees

Departments frequently conduct programs which include individuals with expertise who present or participate in lectures, seminars, productions, or conferences. Prior to hiring a speaker or conference participant, the sponsoring department must decide whether the individual should be hired as an employee or as an independent contractor.

An independent contractor presents material based upon personal experience, specific expertise, or other information. An independent contractor does not have continuing responsibility. See 70.50 and 60.01 for definitions of an independent contractor.

An employee is responsible for conducting a class which includes presentation of the material, evaluation, and related responsibilities. The duration of the class is not a factor. Faculty who team teach a course are considered employees. These faculty titles may be visiting professors or visiting lecturers.

If proposed duties are employee duties the individual should be hired as a University employee. See Chapter 60 for personnel procedures.

If the speaker is a nonresident alien, refer to 60.05 or contact Payroll Services for special instructions; telephone 335-9575.

If the speaker is an independent contractor, complete the appropriate form to authorize the travel expenses and/or the fee.

Complete a Departmental Requisition to authorize the fee and any necessary travel expenses if the fee is $3000 or more. See 70.50.

Complete a Travel Authority to authorize the travel expenses and/or fee if the fee is less than $3000. Refer to the example in the PDF version of BPPM 95.25.2. See 95.05 for general Travel Authority instructions.

Prepare a Travel Expense Voucher to claim payment for expenses associated with speaker and conference participant expenses. Put the fee under Other Expenses. See the PDF version of page 95.25.3 for an example.

Use a State of Washington Invoice Voucher to claim a fee payment for the speaker or conference participant if the claim does not include travel expenses. See 30.45.

Obtain the speaker's taxpayer identification number, i.e., social security number or employee identification number. Enter the number on the Travel Expense Voucher or Invoice Voucher. WSU uses this number to meet IRS reporting requirements.